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#1
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using if formulas in mail merge
I work in employment law and part of my job involves completing contracts of
employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#2
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using if formulas in mail merge
It works better if instead of deleting the paragraph if the answer is no,
you only insert it if the answer is yes.! You can use IncludeText or Autotext fields to insert the text or simply put the paragraph in the conditional field. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#3
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using if formulas in mail merge
I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to
insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#4
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using if formulas in mail merge
Thanks for this, I hit No at the bottom thinking that is how I reply to the
post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#5
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
The site I suggested before has a tutorial on this subject, but not quite in
the format you are looking for. http://addbalance.com/word/download.htm You may also find stuff at http://word.mvps.org Graham Mayor's site at http://www.gmayor.com also has loads of useful material on merging and fields though I think if he had a page on this specific subject he would have mentioned it already. It may also be worth checking out the third-party commercial "DataPrompter" tool by Bill Coan at http://www.wordsite.com or http://www.wordsite.com/products/dpdas.htm Peter Jamieson "Kaiser Jonesy" wrote in message ... Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#6
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
My catch-all page on fields -
http://www.gmayor.com/formatting_word_fields.htm has some pointers on conditional fields, but not the specific use of ASK fields. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Peter Jamieson wrote: The site I suggested before has a tutorial on this subject, but not quite in the format you are looking for. http://addbalance.com/word/download.htm You may also find stuff at http://word.mvps.org Graham Mayor's site at http://www.gmayor.com also has loads of useful material on merging and fields though I think if he had a page on this specific subject he would have mentioned it already. It may also be worth checking out the third-party commercial "DataPrompter" tool by Bill Coan at http://www.wordsite.com or http://www.wordsite.com/products/dpdas.htm Peter Jamieson "Kaiser Jonesy" wrote in message ... Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#7
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
I wonder if this is really a merge at all? Where is the client data coming
from? I suspect (like Peter) that this would be better suited to an automated document template, with user forms (Word MVP FAQ - Userforms http://word.mvps.org/FAQs/Userforms.htm) to gather the variable data and the standard boilereplate paragraphs stored either in autotext entries in the template or in a separate document (for ease of editing) bookmarked sections of which can be called into your document on the basis of what is entered in the userform. This will be a little more effort to set up, but once configured easier to use. If you store your client data in an Outlook contacts list, you could call that data from the template - examples of calling Outlook data can be seen at http://www.gmayor.com/Macrobutton.htm - in fact you could use macros attached to macrobutton fields to insert the data if you prefer. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#8
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
The data is coming from a standard questionnaire that we go through with
clients. The questionnaire is on paper so we write it down and then edit the Word document as necessary. This is very cumbersome and I would like to do away with the paper copy and just use the Word document as I am on the phone. The reason I use Mail merge is because it is the only method I am aware of that lets me add details to a large Word document. I have tried looking into Boilerpoint and IF fields on Word but can't get my head round setting them up! That is why I was aksing for guidelines with screen shots to help me. By the way, this link is not working: http://word.mvps.org/FAQs/Userforms.htm) "Graham Mayor" wrote: I wonder if this is really a merge at all? Where is the client data coming from? I suspect (like Peter) that this would be better suited to an automated document template, with user forms (Word MVP FAQ - Userforms http://word.mvps.org/FAQs/Userforms.htm) to gather the variable data and the standard boilereplate paragraphs stored either in autotext entries in the template or in a separate document (for ease of editing) bookmarked sections of which can be called into your document on the basis of what is entered in the userform. This will be a little more effort to set up, but once configured easier to use. If you store your client data in an Outlook contacts list, you could call that data from the template - examples of calling Outlook data can be seen at http://www.gmayor.com/Macrobutton.htm - in fact you could use macros attached to macrobutton fields to insert the data if you prefer. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#9
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
I've actually got that link working and I'm going through the Userform
guidelines. I think I see what you are driving at now, never realised there was so much more possibilitites with Word. Just trying to get my head round the book mark guidelines as they don't seem too clear. No doubts I will return with questions, but thanks for my "starter for 10". "Kaiser Jonesy" wrote: The data is coming from a standard questionnaire that we go through with clients. The questionnaire is on paper so we write it down and then edit the Word document as necessary. This is very cumbersome and I would like to do away with the paper copy and just use the Word document as I am on the phone. The reason I use Mail merge is because it is the only method I am aware of that lets me add details to a large Word document. I have tried looking into Boilerpoint and IF fields on Word but can't get my head round setting them up! That is why I was aksing for guidelines with screen shots to help me. By the way, this link is not working: http://word.mvps.org/FAQs/Userforms.htm) "Graham Mayor" wrote: I wonder if this is really a merge at all? Where is the client data coming from? I suspect (like Peter) that this would be better suited to an automated document template, with user forms (Word MVP FAQ - Userforms http://word.mvps.org/FAQs/Userforms.htm) to gather the variable data and the standard boilereplate paragraphs stored either in autotext entries in the template or in a separate document (for ease of editing) bookmarked sections of which can be called into your document on the basis of what is entered in the userform. This will be a little more effort to set up, but once configured easier to use. If you store your client data in an Outlook contacts list, you could call that data from the template - examples of calling Outlook data can be seen at http://www.gmayor.com/Macrobutton.htm - in fact you could use macros attached to macrobutton fields to insert the data if you prefer. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
#10
Posted to microsoft.public.word.mailmerge.fields
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using if formulas in mail merge
A bookmark is essentially a named place within a document. It can be applied
to section of text or a single point. Bookmarks can be used to place text or to store text to be placed elsewhere by means of a REF field or an INCLUDETEXT field. You may find the following links on Greg Maxey's web site useful (as they provide the screenshots you are looking for). http://gregmaxey.mvps.org/UserForm_Pass_Data.htm http://gregmaxey.mvps.org/Populate_UserForm_ListBox.htm http://gregmaxey.mvps.org/Repeating_Data.htm http://gregmaxey.mvps.org/Validate_U..._TextEntry.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: I've actually got that link working and I'm going through the Userform guidelines. I think I see what you are driving at now, never realised there was so much more possibilitites with Word. Just trying to get my head round the book mark guidelines as they don't seem too clear. No doubts I will return with questions, but thanks for my "starter for 10". "Kaiser Jonesy" wrote: The data is coming from a standard questionnaire that we go through with clients. The questionnaire is on paper so we write it down and then edit the Word document as necessary. This is very cumbersome and I would like to do away with the paper copy and just use the Word document as I am on the phone. The reason I use Mail merge is because it is the only method I am aware of that lets me add details to a large Word document. I have tried looking into Boilerpoint and IF fields on Word but can't get my head round setting them up! That is why I was aksing for guidelines with screen shots to help me. By the way, this link is not working: http://word.mvps.org/FAQs/Userforms.htm) "Graham Mayor" wrote: I wonder if this is really a merge at all? Where is the client data coming from? I suspect (like Peter) that this would be better suited to an automated document template, with user forms (Word MVP FAQ - Userforms http://word.mvps.org/FAQs/Userforms.htm) to gather the variable data and the standard boilereplate paragraphs stored either in autotext entries in the template or in a separate document (for ease of editing) bookmarked sections of which can be called into your document on the basis of what is entered in the userform. This will be a little more effort to set up, but once configured easier to use. If you store your client data in an Outlook contacts list, you could call that data from the template - examples of calling Outlook data can be seen at http://www.gmayor.com/Macrobutton.htm - in fact you could use macros attached to macrobutton fields to insert the data if you prefer. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Kaiser Jonesy wrote: Thanks for this, I hit No at the bottom thinking that is how I reply to the post. What I am looking for is a tutorial that also includes screen shots of how to fill in the Word document so it populates with the paragraphs, as I understand the basics of mailmerge. The ASK / FILLIN fields would probably work for me as the document is very simple as the paragraphs that I am attaching always read the same regardless of which company it is. For instance, I would ask whether they need a Vehicles and Driving policy for the handbook, and if the answer is Yes, that standard paragraphs will go in. Each document would then be saved to the clients file for printing. The document would then only be used again for reprints and updates when the law changes. I hope this makes sense! "Peter Jamieson" wrote: I wouldn't see it as "deletion" of a paragraph. In essence you you an IF to insert or not insert text, graphics and so on. For example, if you are using an ASK field to get a Yes or No reply and assign it to a bookmark called "myreply", you might have an IF as follows: { IF "{ REF myreply }" = "Yes" "insert all the text and stuff in here, including any paragraph marks, fields and so on" "" } All the {} have to be the special field code braces that you can insert using ctrl-F9. However, if you're using ASK (or FILLIN) fields, be aware that the user might enter yes, YES, and so on, and they might for example answer Yes followed by a paragraph mark, and may be surprised when all those things are treated as "No". You can guard against some, but not all of that using e.g. IF "{ REF myreply \*Upper }" = "YES" (Personally I'd probably stick with "Y" or "N" replies). It's difficult to give general-purpose advice about constructing a "document builder" but I am sure plenty of legal firms have been through very similar processes. You might find the stuff at http://www.addbalance.com/usersguide/index.htm and the surrounding material useful, although I don't think it is specifically to do with form documents. Some general observations: a. whenever you capture data (which is what you're doing whenever you ASK or FILLIN) it's a good idea to ask whehter you just need that data for the current document, or whether in fact it's information you need to re-use elsewhere (in which case you shouldn't really be using ASK and FILLIN). b. ASK and FILLIN and the field language do not have good facilities for checking data. If for example you need to check that a date is valid, it's not easy in the field language and you can't easily re-prompt if the date is invalid. To do that, you would be much better off learning to use Word VBA Userforms. In my opion, that is also the case if you need to capture more than a very small number of data items at the start of document production. c. .doc format documents are not usually reliable long-term copies of the documents you produce. For one thing, they may contain fields whose values may change when you re-open the document. Peter Jamieson "Kaiser Jonesy" Kaiser wrote in message ... I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
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using if formulas in mail merge
Good questions Kaiser and good informative answers MVPs ! I'm trying to do
similar things and merge was the first thing that came to mind because I have repeated variable data. I'm now using a template with AutoText entries and need to place repeated variable information in those AutoText entries ... still working on it and looks like the userforms information will be helpful (I hope). "Kaiser Jonesy" wrote: I work in employment law and part of my job involves completing contracts of employment, employee handbooks and mangement guidelines for clients. I would like to know how I could use mail merge to reduce the time I currently spend on this? At the moment I use a mail merge were by I answer some questions with Yes or No and then merge this answer to the Word document. From this I then delete or leave in the paragraph depending on the answer. How can you use an If formula in such a way so that it deletes this paragraph automatically from the word document if the anser is No? Basically I am looking to design a document builder. |
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